HomeMy WebLinkAbout153-05 RESOLUTION•
Trail Preparation Crew - 2005 Total Cost
•
Personnel Services Cost •$ 66,804
Capital Outlay & Initial Purchases •$ 522,977
Operation and Maintenance Expense •$ 42,684
632,465
Trail Concrete Crew - 2005 Total Cost
Personnel Services Cost $ 34,386
Capital Outlay & Initial Purchases •$ 70,805
Operation and Maintenance Expense •$ 8,252
113,443
Materials for 4th Qtr - 2005 Total Cost 147,241
2005 Total Cost 893,149
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2005
Department: Sales Tax Capital Improvements
Division:
Program:
Date Requested
8/1/2005
Adjustment Number
Project or Item Requested:
$267,936.00 is requested in the Park Improvements
account in the Sales Tax Capital Improvements program
for the expansion of personnel and equipment within the
Transportation Division to create crews primarily
dedicated to preparation of trail corridors for paving and
for necessary trail concrete work.
Project or Item Deleted:
Transfer $267,936.00 from Use of Fund Balance.
Justification of this Increase:
The Transportation Division's production has increased
steadily over the past two years. Additional funding is
now required to provide the necessary resources for an
in-house trails development program which will provide
an opportunity to utilize existing paving equipment and
reduce trail costs.
Justification of this Decrease:
Use of reserve funds is required to meet the financial
demands of an aggressive in-house trail construction
program.
Increase Budget (Decrease Revenue)
Account Name Account Number
Park improvements 4470 9470 5806
Account Name
Use of fund balance
Amount Project Number
00 267,936 02016 1
Decrease Budget (Increase Revenue)
Account Number
4470 0947 4999
99
Amount Project Number
267,936
Re este By
Approval Signatures
L_ 7/14/2005
Date
Budget Manager
11111111tA
epartment Director
Fi anc emal Service
Ma or
rector
—11I
Date
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Date
7— (Jfa
Date
Date
Budget Office Use Only
Type: A B C E
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Initial Date
Ta)settertle
OPERATIONS DIRECTOR
To: Mayor and City Council
From: Gary Dumas, Director of Operatio
Date: July 11, 2005
•
Re: Division Personnel Realignment and Trail Construction Program Change
3/a /05
i 53
ns,60rfcz7'' i
,/ ✓r giu/ oilers
During the City Council Strategic Planning Retreats of 2003 and 2004, two of the
Principle Objectives were to "Utilize Creeks as Pedestrian Walkways and Trails" and
"Development of a Trails/Sidewalk Network."
Since 2001, approximately 4.4 miles of trails have been completed, an average of 1.1
miles each of the last 4 years.
Trails, walkways, and sidewalks are elements of the community's infrastructure system.
Other major elements of the community's infrastructure system prior to 2003 were the
assets maintained by the separate Street Division, Sidewalk Division, and Traffic
Division. These Divisions were consolidated in January 2003 to take advantage of
centralized management, centralized labor, centralized equipment, centralized planning,
etc. With the organizational changes made with the consolidation of these various
Divisions into the unified Transportation Division in 2003, the Sidewalk Construction
and Rehabilitation Program has met and exceeded all construction efforts of prior years
and continues an aggressive program with 22,000 feet (4.17 miles) of new and
rehabilitated sidewalk to be constructed this year as compared to 3,174 feet (.6 miles) in
2002. This organizational change has resulted in an increase in productivity of greater
than 700%. Production has also improved with the in-house overlay program with 8.90
miles rehabilitated in 2002, and 18.5 miles scheduled for 2005 for a productivity increase
of 207%.
The most recent trail project awarded for construction and completed is the Frisco Trail.
This trail had a construction price of S403,836.22 for 2,300 feet of trail with trail lighting.
This project had a construction cost of $175.58 per linear foot or $927,062 per mile. This
bid price does not include staff time committed to design, drafting, preparation of bid
documents, bidding, and construction and project management.
113 \Vest Mountain
Fayetteville. Arkansas 72701
Once phone - 479-575-8330
fax - 479-575-8257
Entail - gdutnas5tci.fayctteville.ar.us
•
•
•
Trail Name
Construction
Costs
Length in
Feet
Cost per Foot
Cost per Mile
Frisco Trail
$403,836.22
2,300 feet
$175.58
$927,062
West Mud
Creek Trail
$454,918.32
5,280 feet
S86.I6
$454,918.32
East Mud
Creek Trail
$269,584.67
3,600 feet
S74.88
$395,366.40
Average
Costs
$100.92
$532,857
With the current system of design/bid/build, doubling, tripling, or even quadrupling the
available funding would not significantly increase trail construction.
Two issues are at play in creating a program that has not kept pace with public
expectations. Both will be addressed.
The first is the organizational structure that separates the Trails Coordinator, Steve
Hatfield, from the resources available to others undertaking similar infrastructure design,
drafting, bidding, construction inspection, and project management. The primary purpose
of the Engineering Division is to plan, design, and manage infrastructure project contracts
such as roadway construction. Trail construction is very similar to single land street
construction. By moving the Trails Coordinator to the Engineering Division, the
resources available to others undertaking similar work will be available.
The second is the reliance upon contractors and the bid process for trail construction.
The current method has resulted in limited trail construction at a high cost per mile.
In a focused effort to improve the construction of new trails and to utilize the limited
resources available for trail construction in the most efficient method possible, a shift in
personnel resources has been implemented and an enhancement of personnel and
equipment utilizing available financial resources will be presented for City Council
action.
First, Steve Hatfield, Trails Coordinator, has been reassigned to the Engineering
Division. This reassignment places trail planning and construction together with all other
City infrastructure planning, design, contract management, and construction.
Additionally, resources are available within the Engineering Division to assist with
drafting, construction inspection, and project management. These available resources
will allow Steve Hatfield to focus more time on trail design and more importantly, right-
of-way acquisition, rather than having to perform his own drafting, inspection service,
and contract management. Coordination will continue with the Parks and Recreation
Advisory Board, the Sidewalk and Trails Task Force, and the Street Committee.
Second, currently within the Parks Sales Tax CIP Fund and Parks Development Fund
(HMR) $625,213 is budgeted for trails development. In a focused effort to seriously
begin a trails construction program a part of the remaining Parks Sales Tax CIP Fund and
113 west Mountain
Fayetteville. Arkansas 72701
011ice phone - 479-575-83.30
Fax - 479-575-8257
Entail - gdumas iici.fayettevil le.ar.as
Parks Development Fun ay be re -budgeted and utilized for tratl'6onstruction. This
evaluation will need to be accomplished by the Parks and Recreation Division and the
Parks and Recreation Advisory Board.
Additionally, for a well -conceived trails construction program, resources are available
within the Sales Tax Reserve and can, with City Council action, be committed to a
sustainable multi-year trails construction plan.
Using the currently budgeted 2005 through 2007 allocation for trail construction of $1.28
million, and the average costs per foot of the 3 trails discussed above of S100.92 per foot,
2.4 miles of trail might be constructed during the next 3 years utilizing past
design/bid/build construction practices. This level of low production and high cost is
unacceptable.
A budget adjustment for personnel and equipment will be forwarded to the Council for
action on August 2 that will authorize the expansion of personnel and equipment within
the Transportation Division to create crews primarily dedicated to preparation of trail
corridors for paving and for necessary trail concrete work. These two crews would be
augmented by the current paving and concrete crews within the Transportation Division
as necessary but not detracting from their normal duties, any lost time would be
compensated for by the added crews working on streets and sidewalks. This would
provide an opportunity to obtain better utilization of existing paving equipment and
reduce trail costs greatly.
An annual in-house trail construction program developing five miles of new trail per year
would have the following costs:
Start-up costs for equipment - $593,782
Personnel and operating supplies for last quarter of 2005 - $152,126
Materials for the last quarter of 2005 - $147,241
Total Costs for 2005 - $893,149
Total (Recurring) Costs for 2006 - $1,263,679
Total cost from October 2005 through December 2006 - $2,156,828
Results — 6.25 miles of new trail construction at $65.36 per linear foot
For the first 15 months, 6.25 miles of trail could be constructed at a cost of $65.36 per
foot. The average costs over 8 years (the anticipated equipment life) with 4% annual
inflation on all costs, would drop as the initial equipment is capitalized to $57.56 per
linear foot with results of 41.25 miles at an average annual cost of approximately
$1,600,000.
The inclusion of trail lighting, unique bridges, overpasses, and the purchase of right-of-
way when donations cannot be obtained will require use of additional Sales Tax Reserve.
When comparing the currently existing program using the historical average cost of
$100.92 per foot and with 4% annual inflation, the average yearly cost for the same level
of production would increase to $3,175,392.
113 west Mountain
Fayetteville. Arkansas 72701
Once phone - 479.575-8330
Fax - 479-575-8257
Entail - gdumasCi+ci.faycttnillcar.ux
• •
Net saving for a 41.25 -mile trail construction program would be approximately
S13,600,000.
The first trail to be developed with in-house resources could be the Scull Creek Trail
followed by the Clabber Creek Trail and other important community trail linkages.
Bond program funding could be utilized to augment annual funding. With the cost
saving that the in-house trails construction program will generate, an option worth
discussion is the inclusion of wording such as "Scull Creek Trail and other Priority Trails
and Linkages" in the bond program, while maintaining the currently proposed $7.3
million. These funds could be utilized to construct approximately 30 miles of trail.
The primary responsibility of the Trails Coordinator will be to work with various
property owners to obtain trail right-of-way or casements so that trail improvements can
begin. Obtaining right-of-way in order to stay ahead of the construction crews will be a
challenging effort requiring the communication and graphics skills necessary to discuss
clearly, describe, and explain the positive implications of the trail corridor through and
adjacent to private property. Additional resources may be necessary for right-of-way
acquisition when gift or donation is not an option.
This is an aggressive in-house trail construction program. It will require the commitment
of the City Council to fund annually both construction activities and any necessary right-
of-way acquisition. It will require the commitment of the Trails Coordinator to work
with various property owners to secure donations of trail easements and right-of-way. It
may require acquisition through purchase of some right -of way.
If two of the City Council's Principle Objectives within their Strategic Plan; to "Utilize
Creeks as Pedestrian Walkways and Trails" and "Development of a Trails/Sidewalk
Network;" are to be achieved, changes of both organizational structure and process must
be made. The changes proposed in this memo will begin a sustainable program to
achieve these objectives.
113 Wcst Mountain
Fayetteville. Arkansas 72701
Office phone - 479-575-8330
Fax - 479-575-8257
li-mail - gdumas@ci.fayetteville.ar.us
• •
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE TRANSPORTATION
DIVISION TO HIRE NINE (9) ADDITIONAL FULL-TIME
EMPLOYEES (TRAIL PREP AND TRAIL CONCRETE CREWS);
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF 5267,936.00 TO IMPLEMENT AN IN-HOUSE TRAIL
CONSTRUCTION PROGRAM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby authorizes the Transportation Division to hire Nine (9) additional full-
time employees (Trail Prep and Trail Concrete Crews).
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a Budget Adjustment in the amount of $267,936 fo
implement an In -House Trail Construction Program.
PASSED and APPROVED this 2nd day of Augui fst r.1
r
APPROVE •
DANCle
ODY, Mayor /
1•0
By
ity Clerk
•
Terry Gulley
Submitted By
• City of Fayetteville •
Staff Review Form
City Council Agenda Items
Contracts
2 -Aug -05
City Council Meeting Date
Transportation
Division
Action Required:
Operations
Department
A resolution authorizing the hiring of nine (9) full-time employees (trail prep & trail concrete crews) in the
Transportation Division and approving a budget adjustment in the amount of $267,936 for personnel, equipment, and
materials.
$
267,936.00
Cost of this request
4470.9470.5806.00
Account Number
02016
Project Number
Budgeted Item
625,213.00
Category/Project Budget
$
Funds Used to Date
$
625,213.00
Remaining Balance
Budget Adjustment Attached
X
Trail Development
Program Category / Project Name
Program / Project Category Name
Sales Tax Capital
Fund Name
Depart en�irector
7/8°s
Date
inarfce & Internal Services Director Date
c -->D (Je 7'►dos
Date
City Attorne
Mayor
Comments:
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City Clerk's Office
Date
Clarice Pearman - Res. 153-05
Page 1
From: Clarice Pearman
To: Dumas, Gary
Date: 8/8/05 11 27A
Subject: Res. 153-05
Gary,
Attached is a copy of the resolution passed by City Council August 2, 2005 regarding the addition of new
employees for the In-house Train Construction Program Also attached is a copy of the budget
adjustment. The original budget adjustment will be forward interoffice mail to Budget & Research.
Thanks.
Clarice
CC: Deaton, Vicki
Clarice Pearman - Fwd: Res. 153-05 • T -
From: Clarice Pearman
To: Fell, Barbara
Date: 8/8/05 11:38AM
Subject: Fwd: Res. 153-05
Page 1
»> Clarice Pearman 08/08/05 11:27AM »>
Gary,
Attached is a copy of the resolution passed by City Council August 2, 2005 regarding the addition of new
employees for the In-house Train Construction Program. Also attached is a copy of the budget
adjustment. The original budget adjustment will be forward interoffice mail to Budget & Research.
Thanks.
Clarice
• •
RESOLUTION NO. 153-05
A RESOLUTION AUTHORIZING THE TRANSPORTATION
DIVISION TO HIRE NINE (9) ADDITIONAL FULL-TIME
EMPLOYEES (TRAIL PREP AND TRAIL CONCRETE CREWS);
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF $267,936.00 TO IMPLEMENT AN IN-HOUSE TRAIL
CONSTRUCTION PROGRAM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby authorizes the Transportation Division to hire Nine (9) additional full-
time employees (Trail Prep and Trail Concrete Crews).
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a Budget Adjustment in the amount of $267,936.00 to
implement an In -House Trail Construction Program.
PASSED and APPROVED this 2nd day of August, 2005.
ATTEST:
Ca�uun
�inri.
v'••G\TY 0,c •ci;eS
:FAYETTEVILLE: "o
t5 9:QKANSt.•.$
.
�iuniuuY\
By: /O)Ch4CC1--cv ktiu4L
SONDRA SMITH, City Clerk
APPROVE
By
DAN COODY, Mayor